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WebDFS. Budget Amendment and Personnel Processing. WebDFS. What is it? Web-based system for preparing and routing budget amendment and personnel documents What does web-based mean? The only software required to run Web-DFS is a web browser and a small plug-in to view reports.

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    Presentation Transcript
    webdfs

    WebDFS

    Budget Amendment and Personnel Processing

    webdfs1
    WebDFS
    • What is it?
      • Web-based system for preparing and routing budget amendment and personnel documents
    • What does web-based mean?
      • The only software required to

    run Web-DFS is a web browser and a

    small plug-in to view reports

    webdfs supported browsers
    WebDFS Supported Browsers
    • Internet Explorer 5.0 and above
    • Netscape 8.0 or greater
    webdfs data
    WebDFS Data
    • Where does WebDFS get its Data?
      • The data in WebDFS is pulled from documents being routed through WebDFS and from the mainframe Human Resources, Budget, and Payroll databases
      • Pulls positions and accounts for

    which a user is authorized.

    types of documents
    Types of Documents
    • Two Options:
      • Budget Amendment Only Document
        • Creates a Budget Amendment
      • Personnel Document
        • Creates a Personnel Report and Budget Amendment Document or just a Personnel Report
        • Payroll Authorization Only Personnel Document allows you to change only accounts and budget entries
    • Important Tip:
      • If you start a Budget Amendment Only Document and you need to add a Personnel Report then your only recourse is to “PURGE” the Document and create a new Personnel Document
    moving through webdfs
    Moving through WebDFS
    • Moving through a Personnel Document

    Go Where? Menu Options

    Document Header

    Employee Information

    Filled Position

    Vacant Position

    Reason Codes

    Personnel Remarks

    County Information

    Budget Amendment

    Budget Amendment Remarks

    View/Print HTML Forms

    moving through webdfs1
    Moving through WebDFS
    • Moving through a Payroll Authorization Only Personnel Document

    Go Where? Menu Options

    Document Header

    Payroll Authorization

    Personnel Remarks

    Budget Amendment

    Budget Amendment Remarks

    View/Print HTML Forms

    moving through webdfs2
    Moving through WebDFS
    • Moving through a Budget Amendment Document

    Go Where? Menu Options

    Document Header

    Vacant Position

    Budget Amendment

    Budget Amendment Remarks

    View/Print HTML Forms

    logging in
    Logging In
    • Use your TSO/ IMS UserID
    bulletin board
    Bulletin Board
    • Important Info
      • Updates to the
      • system
      • Downtimes
      • Training Schedules
    main menu
    Main Menu

    You can set up departmental document information as well as automatic document numbering

    You can run reports.

    You can add a new budget amendment document.

    You can add a new personnel document.

    You can see a list of documents that either you created or to which you have access.

    creating a personnel document
    Creating a Personnel Document
    • Scenario
      • Create a new position for employee.
      • Terminate employee from new position.
      • Create a vacant position.
    personnel document header
    Personnel Document Header
    • Notice the “System Messages”
    • Grayed out fields are completed by the WebDFS system
    • WebDFS is not case-sensitive. Everything is converted to UPPERCASE.
    • The Social Security Number title has a link to a “Pop-Up” page.
    ssn pop up
    SSN Pop-Up
    • Can search list or navigate the pages
    • Click a SSN to select it and exit this screen
    personnel document header1
    Personnel Document Header
    • The SSN is filled in with the Employee’s Social Security Number that I selected in the Pop-Up window.
    personnel document header2
    Personnel Document Header
    • I need to complete the following fields:
      • Department, Source Code, Action Date, SSN, & Position
      • Do not check the box for Payroll Authorization Only
      • Click “Create”
      • Processing takes several seconds
    creating the document
    Creating The Document
    • Checks for pending documents
    • Checks that the position SSN matches document SSN
    • Checks for existing document numbers
    • Checks authorization for this userid
    • Program retrieves from mainframe or completed documents:
      • Employee data including applicant tracking and former employees
      • Position data including salary, supplement, and payroll authorization
      • Department information
      • Generates sequence number if it was left blank
    personnel document header3
    Personnel Document Header
    • The “System Messages” box indicates the document was created.
    • Additional fields have been completed by the application
    personnel document header4
    Personnel Document Header
    • There were no errors or warnings.
      • Error - stops the action from happening
      • Warning – the action was carried out but there is additional information
    • Cannot change SSN, position, or Payroll Authorization Only checkbox once the document is created
    gowhere menu
    “GoWhere?” Menu
    • Menu is divided into two sections; separated by a blank line.
    • The top section refers to menu choices that affect the CURRENT document.
    gowhere menu1
    “GoWhere?” Menu
    • The bottom section (below the blank line) causes you to leave the current document
    personnel header
    Personnel Header
    • Next we'll go to Employee Information
    • We use the “Go Where?” menu select “Employee Information” and click “GoTo”.
    employee information
    Employee Information
    • Contains employee data that was added when the document was created.
    • Document Information Section contains the Fiscal Year, Document Number and Name of the employee for this document.
    • Verify that the data is complete and accurate.
    • Make any necessary changes and click Modify.
    • If employee data was not found, user would need to complete all the fields and click SAVE.
    employee information1
    EmployeeInformation
    • The “System Messages” box indicates that the changes were saved.
    position information
    Position Information
    • Now we need to edit position information.
    • We will use the “Go Where?” menu to move to the “Filled Position” page.
    filled position
    Filled Position
    • Entry List - positions that have been added to the document
    • Entry Detail - to add new data or edit existing data
    • Click radio button to copy data from Entry List to Entry Detail
    filled position1
    Filled Position
    • Position and Salary data are in Entry Detail for editing.
    • Example - employee is terminating 01/31/05
    filled position2
    Filled Position
    • Need to modify ending appointment date and ending salary date and click “modify” to save our changes.
    slide32
    Updated successfully.
    • Entry Detail cleared.
    • Could add a second position to the document if necessary.
    • Now we need to modify the payroll authorization information for this position.
    • Click on the “Pay Auth” link for the appropriate position.
    pay authorization
    Pay Authorization
    • Document Information including position and salary data is at the top.
    • To edit pay authorization data work in the Entry Detail section – all accounts that were brought in for this position are displayed.
    pay authorization1
    Pay Authorization
    • Make the necessary changes.
    • You can put the dates in any order that you want and the program will chronologically organizes them on the form.
    pay author ization
    Pay Author-ization
    • To have the system calculate Revised Budget and Revised EFT select "System" in the drop down list.
    • "System" is the default for some pay types
    • After making changes to all accounts, click Save
    pay authorization2
    Pay Authorization
    • System Message indicates update was successful.
    • Revised and Change Budget and EFT have been calculated for any accounts that were changed
    document list
    Document List
    • You may “Search” by fiscal year document number or last name.
    • This page will only display those documents you have authority to see.
    • When you click the radio button off to the left of the document, depending on what kind of document it is you will be taken to either the “Filled Position” page or the “Budget Amendment” page.
    go to vacant position
    Go to Vacant Position
    • Next we need to create a vacant “B” position.
    • We use the “Go Where?” menu to select “Vacant Position” and click “GoTo”
    vacant position
    Vacant Position
    • There are NO rows in the “Entry List” this means that we can only “Add” rows to this page.
    • We will add a Vacant Position by typing our information into the “Entry Detail.”
    slide42
    I’ve typed in the information for the “B” position.
    • Now I need to click “Add” to store this information on this page.
    • The position title is completed by the application.
    vacant position1
    Vacant Position
    • The “System Message” indicates that I added the “B” position successfully.
    • Notice that the “Entry Detail” has been cleared and that the row I just added is now displayed in the “Entry List” section.
    go to reason codes
    Go to Reason Codes
    • Now I will add the “Reason Codes” to complete the personnel side of this document.
    • We use the “Go Where?” menu to select “Reason Codes” and click “GoTo”
    reason codes
    Reason Codes
    • At least one “Reason Code” is required on every personnel document.
    • Notice that the “Entry List” is blank, that means that no “Reason Codes” have been added.
    • We need to go to the “Entry Detail” section and add a reason code.
    reason codes1
    Reason Codes
    • We use the “Reason Code” drop down list in the “Entry Detail” to select the “P” reason code for Termination.
    reason codes2
    Reason Codes
    • The corresponding text box is highlighted so that we may add additional information about the termination.
    • We type in the information.
    • Now we click “Add” to add this information to the “Reason Codes” page.
    reason codes3
    Reason Codes
    • The “System Message” indicates that the “Create Succeeded” and our “Reason Code” is now in the “Entry List”
    • If we needed them, we could add additional reason codes. We do not need them for this document
    go to personnel remarks
    Go to Personnel Remarks
    • Next we will go to Personnel Remarks.
    • We use the “Go Where?” menu to select “Personnel Remarks” and click “GoTo”
    personnel remarks
    Personnel Remarks
    • You have only a “Save” button on this page. Similar to the “Sequence Numbers” page.
    • Type in a “Personnel Remark”
    • This page will not accept
      • leading spaces
    • This page will accept
      • Blank lines
    • Remarks are not case-sensitive
    • Note: There is NO Spell Check…please review CAREFULLY!
    • Add the text and click “Save”
    personnel remarks1
    Personnel Remarks
    • Notice that the “Save Completed Successfully”
    go to budget amendment
    Go to Budget Amendment
    • We have completed everything for the Personnel-Side of this document. Now we move on to the Budget Amendment-Side of this document.
    • We use the “Go Where?” menu to select “Budget Amendment” and click “GoTo”
    budget amendment
    Budget Amendment
    • Entry List contains one entry. The program automatically created it based on Pay Authorization entries.
      • User cannot modify this entry
      • Need to go back and change Pay Authorization if the entry is incorrect
    • User adds the entry for the offset
    • Total Change EFT and Total Change Amount below Entry List
    budget amendment1
    Budget Amendment
    • Can use System or Manual Calculation
    • Funding Source entries are added just like normal budget amendment entries; WebDFS determines if it is a Funding Source when printing the budget amendment.
    • Click “Add”
    budget amendment2
    Budget Amendment
    • The entry was added successfully; note that my EFT was calculated.
    • The Budget Amendment now balances to zero.
    • Order of entries in the list:
      • Automatically generated first
      • User created budget amendment entries
      • User created funding source entries
    budget amendment remarks
    Budget Amendment Remarks
    • Next we could go to Budget Amendment Remarks.
    • We would use the “Go Where?” menu to select “Budget Amendment Remarks” and click “GoTo”
    • We would do these exactly like the earlier Personnel remarks
    printing options
    Printing Options
    • View/Print HTML Forms
    validate the document
    Validate the Document
    • Now that we have viewed the document we need to prepare the final draft of the document.
    • “Validate” the document to see if it is ready to be marked “Finished”.
    • Click on “Validate” on any page in WebDFS
    validate
    Validate
    • If there are no errors the user can mark the Personnel Report or the Entire document as Finished.
    • If there are errors, we will need to correct them before we are allowed to mark the document as Finished.
    • After a document is marked Finished, the words "Draft Draft…" are removed from the print-outs.
    validate1
    Validate
    • Click “Mark Document as Finished”.
    user message
    User Message

    Click “Close” button

    after document is submitted
    After Document is Submitted
    • Create another document
    • Go to Main Menu
    • Go to List of Documents
    • Logout
    logging out
    Logging Out
    • When we are finished with using the WebDFS system we need to “Logout”